36C10X20R0047 0003 Final.pdf

5. PROJECT NUMBER (if applicable)

CODE 7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER 3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO. 1. CONTRACT ID CODE

FACILITY CODE CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR

ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office. is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES

SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER 16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30 PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243

(Type or print) (Type or print)

(Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code)

(If other than Item 6)

(Specify type of modification and authority)

(such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer)

1 65

0003 09-09-2020

36C10X

Strategic Acquisition Center - Frederick

Department of Veterans Affairs

5202 Presidents Court, Suite 103

Frederick MD 21703

36C10X

Strategic Acquisition Center - Frederick

Department of Veterans Affairs

To all Offerors/Bidders

36C10X20R0047

X x x

September 21, 2020 12:00 PM EST

See CONTINUATION Page x 1

The purpose of Amendment 0003 is to provide additional responses to industry questions. Therefore, Attachment J is now named "UPDATED Questions and Answers". Based on the answers in Attachment J, Attachments A, B, C, D, F, & G have been

Updated and include 0003 at the end of the naming convention. The evaluation criteria, PWS IDIQ, and PWS TO 0001 are

Updated. The proposal due date has been extended to September 21, 2020 12PM EST.

Questions on Task Order 0001 ONLY are due September 14, 2020 at 8AM EST.

This is a conformed copy of the RFP. Proposals must be submitted per the instructions in the solicitation. All other terms and conditions unchanged

Remain unchanged.

Tara Flores

Contracting Officer

36C10X20R0047 0003

Table of Contents

SECTION B - SUPPLIES OR SERVICES AND PRICE/COSTS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PERFORMANCE WORK STATEMENT

B.3 PRICE/COST SCHEDULE ITEM INFORMATION

SECTION C - CONTRACT CLAUSES

C.1 TASK ORDER PROCEDURES

C.2 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL ITEMS (JUN 2020)

C.3 52.216-18 ORDER (OCT 1995)

C.4 52.216-19 ORDER LIMITATIONS (OCT 1995)

C.5 52.216-22 INDEFINITE QUANTITY (OCT 1995)

C.6 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.7 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

C.8 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.9 VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018)

C.10 VAAR 852.209-70 ORGANIZATIONAL CONFLICTS OF INTEREST (JAN 2008) . 32

C.11 VAAR 852.219-74 LIMITATIONS ON SUBCONTRACTING— MONITORING AND

COMPLIANCE (JUL 2018)

C.12 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV

2018)

C.13 VAAR 852.237-70 CONTRACTOR RESPONSIBILITIES (APR 1984)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 ATTACHMENT A -TASK ORDER 0001 PERFORMANCE WORK STATEMENT--

D.2 ATTACHMENT A.1 -SOLICITATION FOR TAP --0003

D.3 ATTACHMENT B – EXPERIENCE-- 0003

D.4 ATTACHMENT C – LEVEL OF EFFORT—0003

D.5 ATTACHMENT D – PAST PERFORMANCE REFERENCES—0003

D.6 ATTACHMENT E - PPQ

D.7 ATTACHMENT F – TASK ORDER 0001 PRICING—0003

D.8 ATTACHMENT G – IDIQ LABOR RATES—0003

D.9 ATTACHMENT H – RFP CHECKLIST—0003

D.10 ATTACHMENT I – WAGE DETERMINATION 2015-4282

D.11 ATTACHMENT J – UPDATED QUESTIONS AND ANSWERS – 0003

SECTION E - SOLICITATION PROVISIONS

E.1 52.209-5 CERTIFICATION REGARDING RESPONSIBILITY MATTERS (OCT 2015)

E.2 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018) 37

E.3 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL ITEMS (OCT 2018)

E.4 ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS— COMMERCIAL

ITEMS

E.5 52.212-2 EVALUATION—COMMERCIAL ITEMS (OCT 2014)

E.6 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS— COMMERCIAL

ITEMS (MAR 2020)

E.7 52.216-1 TYPE OF CONTRACT (APR 1984)

E.8 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.9 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.10 VAAR 852.233-70 PROTEST CONTENT/ALTERNATIVE DISPUTE RESOLUTION

(OCT 2018)

E.11 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

SECTION B - SUPPLIES OR SERVICES AND PRICE/COSTS

B.1 CONTRACT ADMINISTRATION DATA

(continuation from Standard Form 1449, block 18A.)

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR: TBD

b. GOVERNMENT: Tara Flores, Contracting Officer

Strategic Acquisition Center - Frederick Department of Veterans Affairs

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the Contractor will be made in accordance with:

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award

Management, or [ ] 52.232-36, Payment by Third Party

3. IDIQ PERIOD OF PERFORMANCE:

a. Base Period: November 16, 2020 – November 15, 2021

b. Option Period I: November 16, 2021 – November 15, 2022

c. Option Period II: November 16, 2022 – November 15, 2023

d. Option Period III: November 16, 2023 – November 15, 2024

e. Option Period IV: November 16, 2024 – November 15, 2025

Each task order will have its own period of performance. Task order period of performance cannot exceed 12-months past the end date of the IDIQ period of performance.

4. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] Monthly, IAW the following invoicing instructions or Task

Order specific instructions.

Vendor Electronic Invoice Submission Methods:

Fax, email and scanned documents are not acceptable forms of submission for payment requests.

Electronic form means an automated system transmitting information electronically according to the accepted data transmissions below.

• VA’s Electronic invoice presentment and payment system-The FSC uses a third-party

Contractor, OB10, to transition vendors from paper to electronic invoice submission.

Please see OB10 contact information below to begin submitting electronic invoices, free of charge.

• A system that conforms to the X12 electronic data interchange (EDI) formats established by the

Accredited Standards Center (ASC) chartered by the American National Standards Institute

(ANSI).

• The X12 EDI Web site (http://www.x12.org).

Vendor e-invoice Set-up information:

Please contact OB10 at the phone number or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center in Austin, TX for payment processing. If you have questions about the e-invoicing program or OB10, please contact the FSC at the phone number or email address listed below.

• OB10 e-Invoice setup information: 1-877-489-6135

• OB10 e-Invoice email: VA.Registration@ob10.com

• FSC e-Invoice contact information: 1-877-353-9791

• FSC e-Invoice email: vafsccshd@va.gov

• http://www.fsc.va.gov/einvoice.asp COMMUNICATIONS:

• https://www.federalregister.gov/articles/2012/11/27/2012-28612/va-acquisition- regulation-electronic-submission-of-payment-requests

• http://fcw.com/articles/2012/11/27/va-epayments.aspx?s=fcwdaily

• VAFSCFiscalSection101@va.gov or you can call 512-460-5401

5. GOVERNMENT INVOICE ADDRESS: All Invoices from the Contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment

Requests mailto:VA.Registration@ob10.com mailto:vafsccshd@va.gov http://www.fsc.va.gov/einvoice.asp http://www.federalregister.gov/articles/2012/11/27/2012-28612/va-acquisition-http://www.federalregister.gov/articles/2012/11/27/2012-28612/va-acquisition-http://fcw.com/articles/2012/11/27/va-epayments.aspx?s=fcwdaily mailto:VAFSCFiscalSection101@va.gov

B.2 PERFORMANCE WORK STATEMENT

1. Overview

1.1 Title of Project

Transition and Economic Development Specialized Support Services

1.2 Purpose

The Department of Veterans Affairs (VA), Veterans Benefits Administration (VBA), Office of

Transition and Economic Development (OTED), has a requirement for a broad range of general management and business support services, including program and project management; governance;

policy analysis; curriculum and training; and data analytics and evaluation.

1.3 Background

OTED promotes, advances, and instills a culture of civilian readiness for service members, Veterans, and their families by providing early access to VA benefits and resources as well as access to a network of partner organizations working together to accelerate their economic empowerment and well-being. OTED accomplishes this by serving as VA’s policy and program lead for preparing service members to become civilian ready through its services provided during the Transition

Assistance Program (TAP); serving as VA’s authority on Veteran economic development policies and initiatives, including Chapter 36 Personalized Career Planning and Guidance; and orchestrating public and private partnerships which support the total well-being of service members, Veterans, and their families before, during, and after their transition from military life.

OTED is a business line within the Veterans Benefits Administration (VBA) and is led by an

Executive Director (ED) who reports directly to the Principal Deputy Under Secretary for Benefits

(PDUSB). In order to accomplish its mission of easing the Veteran transition experience, OTED’s functions and activities incorporate connecting transitioning service members, Veterans, and their families, throughout their military careers and into civilian life to the wide-range of available benefits, services, and resources through its core services: TAP; VA Solid Start Program (VASS); and

Personalized Career Planning and Guidance (PCPG).

The number of Active Duty, Reserve, and National Guard service members is estimated to be approximately 2.2 million at any given time. VA expects over 200,000 of these service members to transition from military to civilian life each year over the next five years. OTED is leading the charge to change the paradigm that VA is predominately a resource to provide “end-of-service” support; the goal is to connect with service members while they are still on active duty and partner earlier in their military life cycle to help them and their families proactively prepare for civilian life. Moreover, as the only VA entity that reaches 100 percent of transitioning service members before they leave the military service, OTED is positioned to ensure the seamless and continuous support provided during the 365 days pre-separation through the critical first year post-separation where transition stress may exacerbate risk for mental health issues. As such, OTED incorporates post-separation outreach and connectivity as part of its service to Veterans and their families.

To aid in their transition, Congress has passed various laws which have been intended to prepare eligible service members and their families to face the many challenges of transitioning from active duty back to civilian life. In response, VA, and its interagency partners at the Department of

Defense (DoD), Department of Labor (DOL), Department of Homeland Security (DHS), Department of Education (ED), Office of Personnel and Management (OPM), and Small Business Administration

(SBA) have implemented a governance structure that provides policy and direction to various programs that carry out these requirements and ensure that service members are provided with the tools and information necessary to transition into civilian life.

One of these programs is TAP, which is an overarching program implemented by each of the military services (U.S. Army, U.S. Marine Corps, U.S. Navy, U.S. Air Force, and U.S. Coast Guard) in order to provide transition assistance, information, training, counseling, and services to eligible service members in order for them to be career ready upon separation, retirement, or release from active duty, thus enabling them to pursue additional education, seek or return to employment in the public or private sector, start their own business, pursue vocational training, or other activities that meets the need of that service member and their family. TAP consists of all related TAP activities, curriculum, resources, and services provided to enable eligible service members to attain the career readiness standards (CRS) established by the respective military services. Pursuant to 10 United States Code

(U.S.C.) § 1142(a)(4)(C), the eligibility requirement is that all service members who serve for a period of 180 continuous days or more on active duty must go through transition assistance.

Transition assistance must start no later than 365 days prior to the anticipated date of separation, unless otherwise excused. For anticipated retirements, transition assistance must start no later than 720 days. All eligible service members must participate in TAP, utilizing the services and briefings provided in order to meet CRS that are specific to their post-transition goals. In addition to TAP, OTED supports transition assistance before and after through various outreach, employment, and economically focused initiatives, events, and full-scale projects across the U.S. that directly inform and connect customers, as well as assemble stakeholders.

2. General Information

2.1 Scope of Work

This Performance Work Statement (PWS) describes the requirements for support to OTED in order to accomplish its mission and key priorities and initiatives. This work encompasses: program and project management; governance; policy analysis; curriculum and training; and data analytics and evaluation.

TAP Operations, Personalized Career Planning and Guidance and their associated training, administrative, or clerical tasks which are not identified in these requirements are outside the scope of this contract.

2.2 General Requirements

Much of this work is best performed through the use of subject matter experts which provide task-specific, critical market-based skills that augment and support the internal activities of OTED. As such, Contractor personnel shall have the level of experience necessary to accomplish the requirements of this PWS as noted in Section 3.0. In addition, Contractor personnel are expected to be proficient in using office automation equipment and software and have superior written and verbal communication skills to support OTED.

Should any Contractor personnel be determined by the Government to be unacceptable in terms of technical competency or unacceptable conduct or behavior while onsite or while working on contract activities, the Contractor shall immediately remove and replace the unacceptable onsite personnel at no additional cost to the Government.

The Contractor shall provide contractor personnel comprehensive management, materials, equipment, facilities, travel, supervision of Contractor resources, and any required deliverable necessary to satisfy the requirements of this PWS.

Contractor personnel are to serve in a support role to OTED; therefore, final decisions regarding inherently governmental functions will always be made by Government personnel. In any situation where the contracted personnel have questions about duties that may or may not be deemed as inherently governmental, they should raise those concerns to the Government immediately, and before any related work is conducted.

Services performed shall be of a non-personal services nature. The Government will not provide supervision of Contractor personnel, and at no time shall Contractor personnel allow an employer-employee relationship to develop with Government staff. The Government shall refrain from any activities that create the impression or appearance of such a relationship.

The Contractor shall institute and maintain a management process that effectively manages all

Contractor personnel and resources used to perform the services required by this contract. In order to do so, the Contractor shall:

• employ a management approach that is consistent with project management best practices (i.e.

Project Management Institute’s PMBOK Guide);

• clearly identify all personnel involved in the management and performance of the contract and clearly define their roles, responsibilities, and interaction with the Government;

• adhere to privacy, data, and security regulations, policies, and procedures set forth in this contract; and

• ensure that all services provided are compliant with applicable federal regulations and guidelines.

2.3 Period of Performance

The period of performance shall consist of a base period of twelve (12) months with four (4) option periods of twelve (12) months in duration each. See Solicitation Section B.1 Part 3 Period of

Performance.

2.4 Type of Contract

This shall be an Indefinite Delivery, Indefinite Quantity (IDIQ) contract with firm-fixed-priced task orders.

2.5 Place of Performance

The work shall support VBA Central Office, 1800 G Street NW, Washington, DC 20006 and/or any

VA facility within the District of Columbia, and/or Contractor facilities (offsite).

Specific place of performance will be noted in each issued task order.

2.6 Hours of Operation

OTED hours of operation are defined as Monday through Friday, 7:30am – 4:30pm. Any work to be performed at the Government site shall not take place on Federal Holidays or weekends unless directed by the Contracting Officer’s Representative (COR). VA observes all federal holidays as recognized by the Office of Personnel Management (https://www.opm.gov/policy- data-oversight/pay-leave/federal-holidays).

2.7 Organizational Conflict of Interest

The award of this contract will impose a potential Organizational Conflict of Interest (OCI) with the https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays award of the Department of Veterans Affairs Transition Assistance Program (VA TAP) contract.

Award of the VA TAP contract is anticipated to be done under the General Services Administration

(GSA) Human Capital and Training Solutions (HCaTS) indefinite- delivery/indefinite-quantity governmentwide contract vehicle. Any Contractor awarded, as a prime or subcontractor, on this

Contract is precluded from supporting the VA TAP CONTRACT in any way, including but not limited to, advising, subcontracting, or consulting.

2.8 Contract Award Meeting

The Contractor shall not commence performance on the tasks in this PWS until the Contracting

Officer (CO) has conducted a kick-off meeting to be scheduled within ten (10) calendar days of the award of the contract or has otherwise advised the Contractor that a kick-off meeting is waived. The

Contractor shall attend the kick-off meeting which will include the VA project team and may include a project advisory group comprised of key stakeholders and Subject Matter Experts. At the kick-off meeting, the Contractor shall brief the details of the project management plan (PMP), and this briefing shall include an overview of the Contractor’s intended approach, work plan, and project schedule to include deliverables, tasks, and subtasks, with major milestones indicated.

3. Specific Mandatory Tasks

3.1 TASK AREA 1 – Program Management Office Support

The Program Management Office’s (PMO) inherently governmental functions relative to this contract shall reside within the OTED Office of the Executive Director (i.e. OTED “Front Office”). The COR responsibilities of this contract also reside within the PMO. In support of the PMO, the Contractor shall provide administrative support for the administration of the contract using an integrated program management approach across all aspects of performance in a manner that supports the PMO to yield cost savings and/or performance efficiencies throughout the execution of all tasks under this PWS.

The Contractor’s support to the PMO shall work in coordination with designated Government staff and be responsible for performing all non-inherently governmental activities associated with the administration of this contract.

The Contractor’s PMO support duties shall also include, but not be restricted to, the following support activities:

• Performing a wide range of administrative support for OTED Executive Director, Deputy

Director, Executive Management Officer, and other assigned staff.

• Performing liaison responsibilities that include, but not limited to, supporting the PMO in gathering project requirements; assisting in preparation of ask order request packages;

providing technical and administrative support of active task orders; and communicating and reporting as required.

• Assisting government stakeholders in defining their needs.

• Recommending the PMO to define schedules.

• Supporting the PMO to facilitate the submission of task orders and tracking their progress.

• Developing and maintaining standard task order templates, processes, and workflows consistent with industry best practices and contract requirements.

• Documenting all management processes.

• Obtaining the necessary approval from the PMO prior to the adoption of any process or template.

• Employing appropriate measures and safeguards.

• Upon request, the Contractor shall perform project evaluation under the guidance of the PMO to ensure that activities are on track, within budget, and above all, meet all requirements of this

PWS.

3.1.1 Contract Management Plan

The Contractor shall prepare a Contract Management Plan to ensure that the Contractor’s staff

(including any subcontractor staff) follow project plans established in support of the work performed under each task order. The COR shall closely monitor the cost and schedule of the work to minimize the potential for cost and/or schedule inconsistencies.

The Contract Management Plan shall include: 1) detailing the understanding of the approach that will be used to keep the project on track; 2) ensuring risks are understood and managed; 3) handling changes to the scope; and 4) communications plans. The Contract Management Plan shall be kept current throughout the period of performance and shall address, but is not limited to, the following:

• Team organization and responsibilities.

• Project execution.

• Project constraints and assumptions.

• Project schedules and milestones.

• Project risk registry and mitigation plan.

• Budgeted costs.

• Project monitoring.

3.1.2 Monthly Activity and Financial Status Reports

The Contractor shall provide separate written Monthly Activity and Financial Status reports that monitor the progress, cost, schedule, quality assurance, and management applicable to the task orders issued under this PWS. The reports shall include, but not be limited to progress updates on recruiting, outstanding administrative and technical issues, and cost projections as well as other reports, as requested in advance, by the COR.

Although activity and financial status reports are due monthly, this shall not relieve the Contractor of the responsibility to proactively keep the Government informed of issues problems, risks, or other issues (including those technical, cost, or schedule in nature) as they occur. All reports shall be provided in a computer-readable format.

3.1.3 Business Process Improvement and Management

The Contractor shall provide services as they relate to business process reengineering, improvement, and management, including change management. In support of the OTED Front Office, the Contractor shall conduct studies in support of system and process redesign and process reengineering, improvement, and management, including the development of implementation plans and supporting the process of implementing and sustaining improvements.

The Contractor shall also support all activities associated with organizational change, including but not limited to, the implementation of major initiatives, risk assessments, and organizational transformation and culture change. Tasks may include, but not limited to, developing plans associated with transition management, implementation of major initiatives, communications associated with major initiatives, risk assessment, and organizational transformation and culture change; completing change management assessments and change management strategy; identifying and managing anticipated resistance; creating actionable deliverables, such as a communication plan, roadmap, coaching plan, training plan, and resistance management planning; supporting and engaging senior leaders; supporting organizational design and definition of roles and responsibilities; integrating change management activities into project plans that support daily operational activities, and evaluating and ensuring user readiness; managing stakeholders; tracking and reporting issues; defining and measuring success metrics and monitoring change progress.

3.2 TASK AREA 2 –Management and Oversight Support

The support provided under this task area is limited to the OTED Front Office, which includes the

Executive Director, Deputy Director, Executive Management Officer, Senior Advisor, Executive

Assistant, and directly assigned Program Analysts. The Front Office is responsible for administering day-to-day activities and strategic functions of the office and serves as the conduit of information between the office and the Office of the Under Secretary for Benefits and other key stakeholders. In support of the Front Office, the Contractor shall provide services as they relate to program management, planning, and performance measurement as outlined below:

3.2.1 Program Management

The Contractor shall provide support to assist the OTED Front Office in implementing a disciplined, comprehensive program and project management process, including developing industry standard project management plans, assisting in providing oversight of OTED’s program/project portfolio, the monitoring of project metrics, rigorous risk management and mitigation, prompt reporting on

Government-approved cost, schedule, performance, and risk. The Contractor shall also support the administrative functions necessary for integrated program management, including but not limited to preparing reports and other program documentation, graphics presentations, planning and coordinating meetings, performing data entry, filing, and reproduction. In order to perform these duties, the

Contractor shall demonstrate familiarity with specialized and technical terminology to proofread and edit documents.

3.2.2 Organizational Planning

The Contractor shall provide support of organizational planning, including the development of goals, objectives, strategies, performance measures, targets, improved performance outcomes, supporting operational plans, and linkages to programming, budgeting, and evaluations.

3.2.3 Performance Measurement

The Contractor shall provide support of performance measurement development, including improved linkage between VA- and VBA-wide strategic goals, and VA programmatic outcomes, as well as leadership priorities. The Contractor shall also support the tracking and reporting on progress against established performance measures.

3.2.4 TAP Operations Contract Management and Oversight

The Contractor shall assist the government in the assessment and performance monitoring of the TAP operations contract under the oversight of OTED management.

3.3 TASK AREA 3 – Operational Project Management Support

The Contractor shall provide end-to-end project management support to OTED’s programs, initiatives, and services.

3.3.1 Project Management Support

The Contractor shall provide support to assist OTED in maintaining disciplined and comprehensive project management processes for its various programs, initiatives, and services. Tasks may include, but not limited to the monitoring of project metrics, rigorous risk management and mitigation, prompt reporting on Government-approved cost, schedule, performance, and risk. The Contractor shall also support the administrative function necessary for integrated program management, including but not limited to preparing reports and other program documentation, graphics presentations, planning and coordinating meetings, performing data entry, filing, and reproduction. In order to perform these duties, the Contractor shall demonstrate familiarity with specialized and technical terminology to proofread and edit documents.

3.3.2 Event Planning and Management Support

The Contractor shall develop and support OTED in planning, preparation, execution, and follow- up after actions of conferences, seminars, and events planning by providing event planning services and materials that can be presented and/or provided to participants of these events.

Services may include the following components: event project management, coordination, and implementation of third-party participation. It may also involve the collection management of information, liaison support with venue and stakeholders, and additional support with communications, audiovisual and information technology support. Moreover, support may include site location research, reservation of facilities, onsite support for event registration and attendance management, editorial services, design and editing of event materials, and communications with attendees or other stakeholders pre- during, and post-event. The Contractor may also support in the development of visual communication through the use of techniques including, but not limited to imagery, photography, and graphics design.

3.4 TASK AREA 4 – Governance

3.4.1 TAP Governance

In order to reduce redundancy, better serve special populations, and improve TAP coordination, this part focuses on cross-agency collaboration between VA, DoD, and other agency partners which participate in the TAP Governance: the Departments of Labor (DOL), Education (ED), and Homeland

Security (DHS); Small Business Administration (SBA); and Office of Personnel Management (OPM).

TAP Governance is a multi-tier leadership model comprised of the following components:

• TAP Executive Council (TAP EC): comprised of high-ranking senior executives or military

General Officers from respective agencies or military branches. The TAP EC monitors the execution, assessment, and modification of TAP. Furthermore, the TAP EC makes TAP recommendations to the VA/DoD Joint Executive Committee, advising the VA Deputy

Secretary and the Under Secretary of Defense for Personnel and Readiness on transition assistance.

• TAP Senior Steering Group (TAP SSG): comprised of senior executives and leaders from respective agencies and military branches policy and program offices. The TAP SSG coordinates policy, resolves differences, and makes recommendations to the TAP EC that emphasizes providing the best transition assistance to service members.

• TAP Interagency Working Group (TAIWG): comprised of policy experts from agency and military branch subordinate offices. The TAIWG serves as the “policy working group”.

• TAIWG Subordinate Working Groups: each individual working group is comprised of subject matter experts assigned to specific subject areas as chartered and approved by the TAP

EC.

The senior executive-level TAP EC and TAP SSG both meet in-person on a quarterly basis to provide strategic guidance and discuss recommendations or concerns. VA currently co-chairs the TAP EC and

SSG with DoD and DOL. The lead chair is rotated between VA, DoD, and DOL on an annual basis.

The rotation is as follows: DoD FY20, DOL FY21, VA FY22, DoD FY23, DOL FY24, and VA

FY25. When an agency serves as the lead chair, that agency is responsible for facilitating and administering the TAP EC and TAP SSG on behalf of the interagency partners.

In order to support VA representation on and leadership of the TAP Governance, the Contractor shall perform the following tasks:

• Support VA representatives’ involvement during interagency policy meetings for the JEC, TAP EC, TAP SSG, TAIWG, and TAIWG subordinate working groups. This includes all related planning, material preparation, meeting preparation support to executive leadership, and follow-up related to the meetings.

• Provide analysis and recommendations for policy improvement related to TAP, including

MLC, traditional TAP courses, including VA Benefits and Services, Entrepreneurship, Education, and assist in analysis, evaluation, and the continuing improvement of the TAP

Memorandum of Understanding (MOU) to ensure alignment with interagency TAP policies and guidelines.

• Support the drafting and coordination of monthly Congressionally directed actions, legislative referral memos, development of executive-level status reports, documentation, briefings to include preparing timely responses (emails, letters, etc.) to requests for information, communications from other federal agencies regarding TAP.

• Review, support the establishment of, maintain, and provide clear, consistent, and detailed schematics, directives, and standard operating procedures in support of interagency TAP governance. The Contractor shall identify redundancies, clarify, streamline and/or expand policies and procedures.

• Provide analysis and recommendations for policy improvement related to the TAP MLC, traditional TAP courses, including VA Benefits and Services, Entrepreneurship, Education, and assist in analysis, evaluation, and the continuing improvement of the TAP Memorandum of Understanding (MOU) to ensure alignment with interagency TAP policies and guidelines.

3.4.2 Inter and Intra agency Governance

In support of OTED’s integration for formalized, non-TAP governance structures, the Contractor shall perform the following tasks:

• Support VA representatives’ involvement during intra- and inter-agency policy meetings This includes all related planning, preparation, and follow-up related to the meetings.

• Provide analysis and recommendations for policy improvement related to OTED programs, services, and initiatives.

• Review, support the establishment of, maintain, and provide clear, consistent, and detailed schematics, directives, and standard operating procedures in support of established non-TAP governance bodies. The Contractor shall identify redundancies, clarify, streamline and/or expand policies and procedures.

• Support the drafting and coordination of monthly congressionally directed actions, legislative referral memo, development of executive-level status reports, documentation, briefings to include preparing timely responses (emails, letters, etc.) to requests for information, communications from other federal agencies.

3.5 TASK AREA 5 – Policy/Program Analysis

The Contractor shall conduct organizational studies and evaluations, design systems and procedures, conduct work simplification and measurement studies, and prepare operations and procedures manuals to assist management in operating more efficiently and effectively. These studies may include assisting in the performance of policy and program analysis based on proposed congressional bills, interagency regulations, executive orders, and/or internal regulations.

3.6 TASK AREA 6 – Curriculum Development and Revision

3.6.1 TAP Virtual Curriculum and Materials Development

The Contractor shall support developing learning objectives, evaluation criteria, and a general course outline for the synchronous virtual curriculum of the VA Benefits and Services TAP briefing with the collaboration of the OTED curriculum team. The VA Benefits and Services TAP briefing shall be modular, interactive, activity-based and facilitated and shall last no longer than a full day (no to exceed 8 hours of instructor contact). The curriculum must be adaptable to be presented both in-person and online. The Contractor shall perform the following tasks:

• Based on objectives approved by the COR and PM, develop the instruction and training materials package, including but not limited to slide presentations, classroom activities, worksheets/handouts, and instructor and participant guides.

• Ensure that all TAP virtual curriculum course content remains current and relevant to ensure that service members who are unable to attend TAP in-person have the means to obtain virtual synchronous instruction. Delivery of the VA Benefits and Services virtual curriculum shall be live, instructor-led (i.e. utilizing a virtual classroom)

3.6.2 TAP Curriculum and Materials Revision

The TAP EC has instituted a fluid review cycle of all TAP curriculum (VA Benefits and Services modules) to allow agencies to determine the need for technical or deep dive reviews. During this cycle, the TAIWG and subordinate working groups lead the research, analysis, and planning during a review year followed by implementation and monitoring during the following year. The review cycle consists of conducting technical reviews and deep dive review of the existing curriculum. Embedded in the cycle are continual reviews that will allow for responsiveness to immediate issues and risks.

The technical review may be needed quarterly and the contractor shall review content quarterly.

Contractor shall support yearly deep dive review. The Contractor shall perform the following:

• Support coordination among multiple business offices in VBA, VHA, and NCA, to ensure all relevant content is solicited for inclusion in the curriculum, and that it is well orchestrated to be most effectively presented for the participant/learner

• Support conducting Technical reviews for finding and fixing defects to ensure that all course content and materials remain current and relevant.

• Support conducting Deep dive reviews consisting of performing an extensive analysis of the curriculum for finding and fixing defects to ensure that all course content and materials remain current and relevant.

• The Contractor shall produce revised Instruction and Training Materials Package, including but not limited to slide presentations, classroom activities, worksheet/handouts and instructor guides and participant guide.

3.6.3 Military Life Cycle Module Curriculum and Materials Development

The Contractor shall support developing learning objectives, evaluation criteria, and a general course outline for the curriculum of the VA Military Life Cycle Modules with the collaboration of the OTED curriculum team. The VA Military Life Cycle Modules shall be modular, interactive, activity-based and facilitated and most often last no longer than sixty (60) minutes each. his contract does NOT execute the instructor-led training. The Contractor shall perform the following tasks:

• Based on objectives approved by the COR and PM, develop the instruction and training materials package, including but not limited to slide presentations, classroom activities, worksheets/handouts, and instructor and participant guides.

• Ensure that all MLC virtual curriculum course content remains current and relevant to ensure that service members who are unable to attend TAP in-person have the means to obtain online instruction. Delivery of the MLC synchronous virtual curriculum shall be live, instructor- led

(i.e. utilizing a virtual classroom). The e-learning content shall be self-paced (i.e. utilizing the

DoD approved talent management or training platform.

3.6.4 Military Life Cycle Module Curriculum and Materials Revision

The TAP EC has instituted a fluid review cycle of all TAP curriculum (MLC modules) to allow agencies to determine the need for technical or deep dive reviews. During this cycle, the TAIWG and subordinate working groups lead the research, analysis, and planning during a review year followed by implementation and monitoring during the following year. The review cycle consists of conducting technical reviews and deep dive review of the existing curriculum. Embedded in the cycle are continual reviews that will allow for responsiveness to immediate issues and risks. The technical review may be needed quarterly and the contractor shall review content quarterly. Contractor shall support yearly deep dive review. The Contractor shall perform the following:

• Support conducting Technical reviews for finding and fixing defects to ensure that all course content and materials remain current and relevant.

• Support conducting Deep dive reviews consisting of performing an extensive analysis of the curriculum for finding and fixing defects to ensure that all course content and materials remain current and relevant.

• Support a deep dive or technical review off-cycle from the TAP EC review schedule as requested by the Government and approved by the COR.

The Contractor shall produce revised Instruction and Training Materials Package, including but not limited to slide presentations, classroom activities, worksheet/handouts and instructor guides and participant guide.

3.7 TASK AREA 7 – Data Analytics and Evaluation

Data analytics and evaluation are critical for all functions of this PWS. This task area shall support and foster a culture of evidence-based decision making to ensure OTED maintains the capability to provide effective support to transitioning service members, Veterans and their families.

3.7.1 TAP Plans, Analysis, and Evaluation

The Contractor shall support measuring program effectiveness to include reviewing objectives, recommend evaluation criteria, collecting data, synthesizing data, drafting reports and support in the implementation of results. Access to the appropriate databases and Geographic Information System

(GIS) tools will be provided to the extent required to carry out PWS requirements and the Government has no preferred predictive model or preferred modeling solution.

The Contractor shall:

• Support short- and long-range TAP goal development, planning and implementation; track and report on progress toward the achievement of TAP goals; identify and overcome potential barriers to success.

• Develop a formal performance management framework, which offers approaches that use measurement as a component of improving TAP performance supported by a robust evaluation and data analytics infrastructure.

• Support OTED in conducting advanced data analytics through data mining, modeling, forecasting, and advanced statistical methods.

• Support geospatial mapping of Servicemember demand with military installations using the

VA TAP operational deployment model of permanent and itinerant site locations, and demand scheduling and location sequencing for DoD installations worldwide;

• Conduct analyses of potential service member and Veteran (and their families) transition policies.

• Perform Portfolio Analysis, conduct assessments of OTED programs and resources to identify gaps and emerging areas in reference to Transition Assistance.

3.7.2 Data Analysis Studies and Reports

In support of OTED key initiatives, programs, or services, the Contractor shall review data sources and provide studies as they relate to data analytics, efficiency, effectiveness, gap analyses, organization development, and performance results. These services may include management analyses, including studies that specifically assess and analyze current states of programs and management systems and perform gap analyses of differences between current and targeted states, including findings and recommendations, return of investment analysis conducting surveys, focus groups, and other accepted techniques for data collection in support of organization studies that specifically assess and analyze current organization states and management systems.

4. Additional Requirements

4.1 Schedule for Deliverables

Deliverables and specific due dates will be defined in each issued task order. If for any reason the scheduled time frame for a deliverable cannot be met, the Contractor shall explain why (include the original deliverable date) in-writing to the CO within five (5) business days of the original deliverable due date, including a firm commitment of when the work shall be completed. This notice to the CO shall cite the reasons for the delay and the impact on the overall project.

The CO will then notify the facts and issue a response in accordance with applicable regulations.

4.2 Other Direct Costs

Other Direct Costs (ODC) to include but not limited to supplies, training location requirements, and on-site maintenance and non-IT equipment will be reimbursed at Contractor cost only when requested by and pre- approved by COR.

Each Contractor’s invoice must include copies of all receipts that support the ODCs claimed in the invoice and written substantiation for the incurred costs. Total ODC shall not exceed the ODC amount in the price schedule.

The Contractor shall provide all employees with computers, mobile phones, and other IT equipment and items necessary to perform the taskings of this PWS. All computers shall include Windows 7 or better, Office 2010 or better and shall have Adobe installed. This is not reimbursable under ODCs.

At least four (4) individuals shall have full time interface capability with VA in order to upload documents to SharePoint.

4.3 Government Furnished Information, Equipment, and Facilities

The Contractor shall complete a survey to identify any supplies/equipment that will be required for the successful completion of this PWS at the Task Order level. Throughout performance of the contract, the Contractor shall identify any necessary Government furnished equipment (GFE) and submit request for approval and action by COR.

4.4 Changes to the Performance Work Statement

Any changes to this PWS shall be authorized and approved only through written correspondence from the CO through execution of a modification. Costs incurred by the Contractor through the actions of parties other than the CO shall be borne by the Contractor.

4.5 Travel

Travel and per diem will be reimbursed in accordance with Federal Acquisition Regulation 31.205-46 as well as Federal Travel Regulations. In accordance with the Federal Travel Regulation §301-11.25, receipts are required for expenses over $75. Receipts are not required for costs below $75.00. The

Contractor shall submit invoices that include copies of all receipts that support the travel costs claimed in the invoice. Travel must be pre-approved by the COR. Travel must be priced separately in the price schedule. Local travel within a 50-mile radius from the Contractor’s facility is considered the cost of doing business and will not be reimbursed unless prior approval is obtained from the COR. This includes travel, subsistence, and associated labor charges for travel time. Travel performed for personal convenience and daily travel to and from work at the Contractor’s facility will not be reimbursed. Travel, subsistence, and associated labor charges for travel time for travel beyond a 50-mile radius of the Contractor’s facility are authorized on a case-by-case basis and must be pre-approved by the COR.

Travel may be necessary in the United States and overseas. Total travel cost shall not exceed the travel amount in the price schedule. The Government will not be responsible for any relocation expenses associated with moving Contractor personnel (even if a replacement is required) to the Washington, DC, commuting area or other job sites as may be identified either initially, or if necessary, with replacement of personnel.

4.6 Government Responsibilities

The Government shall provide adequate workspace for required onsite support and authorization for

VA email and network access.

4.7 Contractor Experience Requirements – Key Personnel

Certain skilled, experienced professional and/or technical personnel are essential for accomplishing the work to be performed. These individuals are defined as Key Personnel and are those persons whose résumés were submitted and marked by the Contractor as Key Personnel under the Technical

Capability Evaluation factor.

OTED requires staffing review of key personnel at no additional cost to the government. This review shall be conducted as soon as possible prior to task order award. This review will enable OTED to ensure Contractor personnel can begin executing in-processing and on-boarding during their first duty day.

Prior to key personnel being removed, diverted, or replaced from work,…